First Aid and Medical Needs Policy

References:

• Health and Safety (First-Aid) Regulations 1981 (UK)
• DfE Guidance: First Aid in Schools (2014) (UK)
• DfE Guidance: Supporting Pupils at School with Medical Conditions (2015) (UK)
• EYFS Statutory Framework (2021/23) (UK)
• HSE: Managing Health and Safety in Schools (2018) (UK)
• Indonesian Ministry of Health Guidelines on First Aid and School Safety (Permenkes 2017/2020)

1. Introduction

This policy should be read in conjunction with the Administration of Medicine Policy.

It sets out procedures for the provision of First Aid at The Independent School of Jakarta during term time, including:

• On-site provision for pupils and staff
• Provision for educational visits, school trips, and sports fixtures
• Emergency response aligned with local Indonesian health services

2. Role of First Aiders

First Aiders are trained to:

• Preserve life
• Minimise further injury
• Provide comfort until professional medical help is available

All first aiders are indemnified by the School against claims of negligence if acting within training, scope of employment, and school policy.

3. Number and Location of First Aiders

• Determined via risk assessment in line with HSE (UK) and Indonesian workplace safety guidance.
• At least one qualified Paediatric First Aider on site when EYFS children are present and on outings.
• At least one qualified First Aider is present during school activities, trips, or sports fixtures.
• Locations may vary according to activity; staff rotas ensure coverage.

4. First Aid Training

Training records maintained by HR; refresher training organised as required.

5. Action in the Event of Injuries and Accidents

• First aid trained staff assess injuries wherever possible.
• Pupils able to move should go to the Medical Room.
• Pupils unable to move: first aider attends and determines next steps.

5.1 Emergencies – When to Call an Ambulance

• Indonesia: Dial 021 29531911 (Siloam Hospital) for ambulance, or local emergency 118.
• UK context: Dial 999.

Procedures:

• Inform School Office staff to coordinate ambulance arrival
• A staff member accompanies the child until parent/guardian arrives
• Bring signed parental consent form and Individual Health Care Plan (IHCP) if available
• Do not transport children in private vehicles
• Casualties with suspected spinal injuries must not be moved unless at immediate risk.
• Unconscious casualties with risk to airway should be placed in recovery position.

6. Reporting Accidents

• Staff supervising the pupil complete electronic Accident Report on SchoolBase.
• Minor staff injuries may be self-reported.
• Academic Director and Director of Operations receive notifications.
• Head injuries always reported to parents and Academic Director.

7. First Aid Kits

Locations: Medical Room, Dining Room, Library, Pitch, Gym, Swimming Pool, Staff Room

Minimum items:

• First aid guidance leaflet
• Sterile plasters, triangular bandages, eye pads, dressings
• Disposable gloves

School Office ensures initial stock; staff replenish items during term.

Educational visits/fixtures: Kits suitable for the number of pupils and activity type.

8. Body Fluid Spillages

• Clear area; cordon if necessary
• Wear PPE (gloves, apron)
• Dispose absorbent materials in clinical waste bin
• Clean area with antiseptic solution

9. Specific Injuries Requiring Hospital Treatment

• Parents contacted to collect child when appropriate
• If parents unavailable or injury serious, call ambulance
• Complete Accident Report promptly
• Inform Academic Director of serious injuries

10. Specific Medical Conditions (UK & Indonesia)

Asthma

• Encourage inhaler use, reassure pupil, avoid restricting breathing
• Sit upright, do not lie down
• Call ambulance (999 in UK / 021 29531911 in Indonesia) if severe

Diabetes

• Hypoglycaemia: sugary drink → snack
• Hyperglycaemia: assist insulin, call ambulance if severe

Epilepsy

• Protect from injury, do not restrain, do not place objects in mouth
• Place in recovery position after seizure
• Call ambulance if seizure >5 mins (unless IHCP specifies otherwise)

Anaphylaxis

• Give antihistamine or EpiPen as per IHCP
• Call ambulance immediately
• Observe closely, help sit upright, never leave unsupervised

11. Administering an EpiPen

1. Sit pupil comfortably; reassure
2. Remove EpiPen from case, pull off grey cap
3. Place black tip against outer mid-thigh
4. Push firmly until click, hold 10 seconds
5. Massage area gently
6. Call ambulance (999 UK / 021 29531911 Indonesia)
7. Repeat after 5 minutes if needed

12. Contacting Emergency Services

Indonesia

• Dial 021 29531911 (Siloam Hospital) or local 118
• Provide: school phone, address, exact location, child's name, age, symptoms, medical conditions
• Inform School Office to meet ambulance

UK

• Dial 999; provide same information

13. Indonesian Emergency Words

14. Appendix: Qualified First Aiders

• Maintain detailed list of trained staff
• Ensure at least one Paediatric First Aider is on site for EYFS at all times

1. Policy Statement

The school is committed to promoting the good health, safety and wellbeing of all children, including those in the Early Years Foundation Stage (EYFS).

We recognise that children with medical conditions are entitled to full participation in school life. The school will ensure that appropriate arrangements are in place to support pupils with medical needs and that no child is disadvantaged or discriminated against due to a medical condition.

This policy complies with the requirements of the:

• Statutory Framework for the Early Years Foundation Stage (2024)
• Supporting Pupils at School with Medical Conditions (DfE)
• Equality Act 2010
• UK Health Security Agency infection control guidance

2. Aims

• To promote the good health of children and staff.
• To provide clear procedures for responding to illness and infectious conditions.
• To prevent the spread of infection.
• To ensure children with long-term medical conditions receive appropriate care and support.
• To ensure medication is administered safely and recorded accurately.

3. Roles and Responsibilities

The Headteacher has overall responsibility for implementation of this policy.

The Designated First Aider is responsible for:

• Overseeing medication procedures
• Maintaining records
• Ensuring staff training is up to date
• Coordinating Individual Health Care Plans (IHCPs)

All staff are responsible for:

• Following procedures
• Maintaining confidentiality
• Acting in accordance with training

4. Admission Information

Prior to entry, the school will obtain:

• Written information from parents regarding medical needs.
• Details of medication requirements.
• Written parental consent for emergency medical treatment.

Parents are responsible for:

• Providing accurate information.
• Informing the school promptly of any changes.

5. Administration of Medication

5.1 General Principles

• Prescription medication will only be administered where prescribed for the named child by a doctor, dentist, nurse or pharmacist.
• Medication containing aspirin will only be administered if prescribed by a doctor.
• Written parental consent must be obtained for each specific medication using the Administration of Medication – Parental Request Form (Appendix 1).
• A new form must be completed if a course extends beyond two weeks.

5.2 Requirements for Medication

Medication must:

• Be in its original container.
• Be clearly labelled with:
  • Child's full name
  • Date prescribed
  • Name of medication
  • Dose
  • Method
  • Frequency

Medication without appropriate labelling will not be administered.

5.3 Safe Administration Procedures

Before administering medication, staff will:

• Wash hands.
• Check the child's identity.
• Check dosage instructions.
• Check expiry date.
• Record the administration immediately.

A written record will include:

• Date
• Time
• Name of medication
• Dose given
• Signature of administering staff member
• Signature of witnessing staff member

If a child refuses medication:

• Staff will encourage but never force.
• The refusal will be recorded.
• Parents will be informed.
• Medication will never be hidden in food or drink.

6. Storage of Medication

Children are not responsible for storing their own medication.

All medication is handed to the Designated First Aider or School Office.

6.1 Emergency Medication

Emergency medication (e.g. inhalers, adrenaline auto-injectors):

• Is accessible at all times.
• Is clearly labelled.
• Is stored securely but not locked away.

6.2 Non-Emergency Medication

• Stored in a locked cupboard in the Medical Room.
• Refrigerated medication is stored in a clearly labelled, sealed container in a designated refrigerator area.
• Refrigerator temperatures are monitored.

6.3 Monitoring

• Medication is checked at least half-termly.
• Expiry dates are checked before each administration.
• Expired medication is returned to parents for pharmacy disposal.
• Staff must not dispose of medication.

7. Educational Visits

• Medication will accompany the child on visits.
• A trained First Aider will be responsible for administration.
• Risk assessments will include medical needs.
• If administration is not reasonably practicable, this will be discussed with parents in advance.

8. Staff Fitness to Work

• Staff must not be under the influence of alcohol or substances affecting their ability to care for children.
• Staff taking medication that may impair performance must seek medical advice and inform the Headteacher.
• Staff medication is stored securely and out of children's reach.

9. Infection Control

The school follows current guidance from the UK Health Security Agency regarding:

• Exclusion periods
• Infectious diseases
• Hygiene procedures

Parents will be informed if exclusion is required.

10. Care of Children with Long-Term Medical Conditions

Where a child has a long-term medical condition, an Individual Health Care Plan (IHCP) will be developed in consultation with:

• Parents
• Relevant healthcare professionals
• The SENCo (where appropriate)

10.1 IHCP Contents

The plan will include:

• Contact details
• Description of condition
• Medication details
• Storage arrangements
• Possible side effects
• Dietary or activity adjustments
• What constitutes an emergency
• Clear emergency procedures
• Named responsible staff
• Arrangements for school trips

Staff will receive appropriate training where medical or technical knowledge is required.

Where intimate or invasive procedures are required, two adults will be present unless otherwise agreed in writing with parents and healthcare professionals.

11. Emergency Procedures

In the event of serious accident or illness:

• Parents will be contacted immediately.
• If unavailable, named emergency contacts will be contacted.
• An ambulance will be called.
• A staff member will accompany the child to hospital.
• The signed emergency consent form will accompany the child.
• Staff must never transport a child to hospital in their own vehicle.
• Healthcare professionals are responsible for medical decisions where parents are unavailable.

12. Equality and Inclusion

In accordance with the Equality Act 2010, the school will:

• Make reasonable adjustments for children with medical conditions.
• Ensure children are not disadvantaged or excluded due to health needs.

13. Record Keeping and Data Protection

Medication records are treated as confidential medical information.

Records are retained in accordance with the school's Data Protection and Records Retention Policy.

14. Monitoring and Review

This policy will be reviewed annually or sooner if legislation or statutory guidance changes.

Appendix 1: Administration of Medicine – Parental Request

In order for a child to receive prescribed medicines (e.g. antibiotics), the form below must be completed and signed by the child's parent.

Staff cannot administer prescribed medicines without written permission. All medicines must be in their original packaging and clearly marked with the child's full name and the prescribed dosage.

A new form must be completed if a course of medicine endures beyond a calendar fortnight.

To be completed by the parent/guardian (block capitals)

I request the school to give the doses of medicine as shown above.

Signature: _____________________________    Name: _____________________________    Date: _______________

PLEASE HAND THIS FORM, TOGETHER WITH THE CHILD'S MEDICINE, TO THE SCHOOL OFFICE.

Administration of Medicine(s) Record (For office use only)

Name of child: ___________________________

First Week

Second Week